This article focuses on the formula fuzzy search scenario in the batch replacement of Word content, explaining how to use it. HeSoft Doc Batch Tool Perform regular expression substitution on multiple docx files. In the example, first import 1.docx to 6.docx, then select "use formula fuzzy to find text" in the "find and replace keywords in Word" function, match three uppercase letters and numbers through two rules, and replace them with a and B respectively. The article provides a complete description of the applicable scenarios, effects before and after processing, operation steps and precautions, and is suitable for users who need to standardize the contents of Word documents in batches.
Many Word document batch modification tasks seem simple, but the real operation is very complicated. For example, there are multiple docx documents in a folder, and each document contains abbreviations, numbers, numbers, or other keywords that need to be processed uniformly. You may not just want to replace a fixed word, but you want to replace all "content in a certain format. At this time, relying solely on Word's own ordinary find and replace will make the operation repetitive and inefficient.
This article describes a more suitable practice for mass office: use. HeSoft Doc Batch Tool The "Find and Replace Keywords in Word" feature in, combined with the "Use formula fuzzy to find text" option, for regular expression wildcard replacement of multiple Word files. HeSoft Doc Batch Tool Is an office software, focusing on the needs of batch processing documents, suitable for reducing duplication of labor, improve document finishing, cleaning and standardization efficiency.
Applicable scenarios: need to by the rules to find Word keywords when
formula fuzzy search is suitable for those "the target is not fixed, but the law is clear" scene. For example, you want to replace all three capital English abbreviations; You want to hide all the numbers in the document. You want to change a class number to a placeholder. You want to unify the codes in multiple training materials, contract templates and project descriptions. As long as you can describe the target text with a formula, you can try to find it in batches in this way.
In actual office, this requirement is common in data desensitization, template standardization, old field cleaning, English data sorting, batch generation of external versions, etc. For example, internal documents contain project codes and time numbers, which need to be replaced before sending them to the outside world. Or a batch of Word templates have old abbreviations that need to be uniformly processed into new logos. If these tasks are processed by manually opening each docx file, it is easy to cause missing changes, wrong changes and version confusion.
The significance of using batch processing tools is to convert the action of "file by file, search by place" into the process of "import files, set rules, batch execution. The more files, the more obvious the time savings.
Effect Preview: Pre-Processing Word File List
the object of processing in this example is a set of docx files. As can be seen in the screenshot before processing, there are six Word documents in the folder: 1.docx, 2.docx, 3.docx, 4.docx, 5.docx, and 6.docx. They need to apply the same set of find replace rules.
this scenario is very typical: the number of files is not necessarily very large, but if each file has to perform the same replacement action repeatedly, it will consume a lot of time. Not to mention that in real work, the pending files may not be 6, but dozens or hundreds.
Effect Preview: Pre-processing Document Target Keywords
open one of the Word documents and you can see that there are many things in the body that need to be processed. The BOT in the title, the ELA in the text, and the 60 hours in the sentence are all the objects of this example. The red arrow in the screenshot points to these contents, which is easy to understand the status before replacement.
from the text rule, BOT and ELA belong to three consecutive capital letters; 60 belongs to numbers. In other words, although they are not the same fixed word, they can be summarized into two types of rules. This is where the regular expression wildcard formula fits into play.
Effect Preview: After processing, keywords have been changed according to rules.
the processed screenshot shows that the relevant content in the document has been replaced as set. The original three-digit capital letter is replaced with A, and the number is replaced with B. The beginning of the title, in the paragraph, in parentheses, and many matches in the list have changed.
this shows that through the formula fuzzy search, the software does not only find a fixed word, but according to the rules to identify a class of text. For tasks that require batch specification of Word content, this approach is more flexible than listing all keywords one by one.
Operation step one: open the software and enter the Word batch processing function
start HeSoft Doc Batch Tool After that, you can see different types of tools on the left, including Word tools, Excel tools, PowerPoint tools, PDF tools, etc. This time we are dealing with Word documents, so select "Word Tool" on the left ". In the function card area, find Find and replace keywords in Word ".
the description of this function is to find and replace keywords in the contents of Word files in batches. For the needs of this article, it is the most direct entrance. After clicking to enter, the software will enter a step-by-step processing page, which is convenient for users to complete batch tasks according to the process.
Operation step 2: import multiple Word files and confirm the records
after entering the function page, the first step is to select the records that need to be processed. Add Files and Import Files from Folder are available at the top of the interface ". If the docx files to be processed are concentrated in the same folder, it is usually more convenient to use "Import files from folder"; if you only want to select a few files, you can use "Add files".
in the screenshot, six files have been imported. The list shows the file name, path, extension, creation time, and modification time. The bottom summary shows that the number of records is 6. This confirmation is important because once the wrong object is selected for batch processing, subsequent rules are applied to the wrong file.
In this step, it is recommended to check whether the file name is complete, whether the path is correct, and whether the extension is as expected. If misinformation is found, you can delete the corresponding record in the operation column, or use "empty" to import again. Click "Next" after confirmation ".
Operation step 3: in the search method, select the formula fuzzy search
the second step enters "Set processing options". In the Find By area, you can see two options: Find text exactly and Find text using formula blur ". This example selects "Use formula to find text in fuzzy" because you are dealing with regular content such as capital abbreviations and numbers.
if you choose to find text exactly, you need to enter an explicit keyword, such as BOT or ELA. But this only deals with the listed words. If there are other three capital abbreviations in the document, you need to continue to add them, which is costly to maintain. After selecting formula fuzzy search, you can use a formula to match the same type of text, which is suitable for batch processing.
Operation step four: fill in the need to find the formula rules
in the list of keywords to find on the left, two rules are filled in. Line 1 is [A-Z]{3}, which matches 3 consecutive uppercase letters. Line 2 is \d, which is used to match one or more numbers.
These two rules correspond to two types of content in the document, respectively. [A-Z]{3} can match BOT, ELA and other abbreviations;\d can match 60, 2, 5 and other numbers. With this setting, users do not need to enter specific texts such as BOT, ELA, 60, etc. one by one, but let the software automatically find them according to the formula.
Fill in the formula to try to fit the actual needs. If the rule is too wide, it may match content that you don't want to process; if the rule is too narrow, you may miss the target keyword. Therefore, it is best to test with representative documents before formal batch processing.
Operation step five: fill in the replacement of the content
the Replace Keyword List on the right is used to fill in the replacement result. In the screenshot, fill in A in line 1 and B in line 2. They correspond to the lookup formulas for the first and second rows on the left, respectively. Therefore, the three uppercase letters are replaced with A and the numbers are replaced with B.
This correspondence is the most error-prone part of batch replacement. It is suggested to check line by line from left to right after filling in: what is found in line 1 and what is replaced by line 1; What is found in line 2 and what is replaced by line 2. Don't just look at whether the content is filled in, but also whether the location corresponds.
On the right side of the screenshot, it is also marked "if not filled in, it means delete". This means that if a row replacement is empty, the corresponding match may be deleted. This hint is useful for tasks that need to clean up some kind of content, but if your goal is to replace rather than delete, you must make sure that the corresponding line on the right is filled in.
Operation step six: enter the save location and start processing
after completing the rule setup, click Next at the bottom of the page ". As you can see from the top flow, the next steps include "Set Save Location" and "Start Processing". It is recommended to save the output file to a new directory to avoid overwriting the original document directly. Especially when using regular expressions, keeping the original file can reduce the risk of missubstitutions.
After setting the save location, enter the start processing step to execute the batch task. After the processing is completed, you can open the Word document in the output folder for inspection. It is recommended to check documents that contain typical content, such as documents with both capital abbreviations and numbers in the title and body, and then check other documents to confirm that the processing results are consistent.
Frequently Asked Questions and Precautions
1. Is the formula fuzzy lookup equivalent to a regular expression? As shown in the input example in the screenshot, users can use formulas like [A-Z]{3} and \d to describe matching rules. In actual use, it should be verified in conjunction with the "help" prompt in the software interface and its own sample documentation.
2. Why do some positions become A and some become B after processing? Two search rules and two replacement results are set. The first rule matches three capital letters, replaced with A; the second rule matches a number, replaced with B.
3. How do you avoid replacing numbers that should not be replaced? Don't use too wide a number rule without knowing the content of the document. \d matches one or more numbers over a wide range. If you only want to work with numbers in a specific location or format, you should design more precise rules.
4. Batch replacement before the need for backup? Backup is highly recommended. Batch processing of files is very efficient, but once the rules are wrong, the scope of influence will be expanded. It is prudent to output results using the new save location.
5. Is it possible to add more rules? From the form of interface list, you can maintain multiple search and replace content by line. When adding rules, keep the left and right lines corresponding and check carefully before processing.
Summary: Making Word Content Batch Specification More Efficient
using regular expression wildcard formula to replace keywords in Word in batch can effectively solve the problem of multi-file, multi-location and regular text modification. HeSoft Doc Batch Tool Through the process of file import, processing option setting, save location setting and starting processing, the original repeated manual operation is converted into a one-time batch task.
In this example, six docx files are processed according to two rules:[A-Z]{3} matches three uppercase letters and replaces them with A,\d matches numbers and replaces them with B. If you often need to modify keywords, numbers, abbreviations, or sensitive information in Word, docx, and doc documents, you can prepare a small number of sample document test rules and execute them in batches after confirming that they are correct. This improves efficiency while maintaining consistency in document processing results.